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Preview - Ohio Historical Society Form
Ohio Historical Society |
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State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio
Section A: Local Government Unit
Include the name of the municipality, county, township, school, library, or special taxing district (local government entity) for which the form is being submitted.
Include the unit (department, agency, office), if applicable.
The departmental official directly responsible for the records must sign and date the form.
Section B: Records Commission
Complete the phone number and mailing address for the Records Commission, including the county.
To have this form returned to the Records Commission electronically, include an email address. It is the responsibility of the Records Commission to forward an electronic or paper copy of the approved form to the appropriate department.
The Records Commission Chairperson must sign the certification statement before it can be reviewed and signed at the Ohio Historical Society by the Local Government Records representative, and approved by the Auditor of State’s Office.
Section C: Ohio Historical Society – State Archives
The reviewing agent from Ohio Historical Society Local Government Records Program
They will sign the form and forward it to the Auditor of State’s Office.
Section D: Auditor of State
The approving agent at the Auditor of State’s office will sign the form and return it to the
Section E: Records Retention Schedule
1)Schedule numbers can be expressed by a year and item numbering scheme for each records series being scheduled, for example,
2)Include the title of the records series and a brief description of each series. Please provide information about the content and use of the records series.
3)Articulate a retention period for the record in terms of time (exp. six years), an action (exp. until audited), or both (six years after audit).
4)Include the formats of the record (paper, electronic, microfilm, etc.)
5)For use by the Auditor of State or the
GENERAL INSTRUCTIONS:
---For questions related to records scheduling and disposition,
---After completing sections A and E, submit the form to your records commission so it can be approved in an open meeting pursuant to Section 121.22 ORC. See Ohio Revised Code Section 149.38 (counties), 149.39 (municipalities), 149.41 (school districts), 149.411 (libraries), 149.412 (special taxing districts) and 149.42 (townships) for the composition of your records commission. Your records commission completes section B and sends the form to
localrecs@ohiohistory.org OR |
The Ohio Historical Society |
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State Archives of Ohio |
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Local Government Records Archivist |
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800 E. 17th Avenue |
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Columbus, OH |
---The
---This
---Remember, at least 15 Business days before you intend to dispose of records, submit a Certificate of Records Disposal
Ohio Historical Society |
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State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio
RECORDS RETENTION SCHEDULE
See instructions before completing this form.
Section A: Local Government Unit
_______________________________________________________________________________________________________
(local government entity)(unit)
_______________________________________________________________________________________________________
(signature of responsible official) |
(name) |
(title) |
(date) |
Section B: Records Commission |
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Records Commission |
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(telephone number) |
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_______________________________________________________________________________________________________
(address)(city)(zip code)(county)
To have this form returned to the Records Commission electronically, include an email address: ___________________________
I hereby certify that our records commission met in an open meeting, as required by Section 121.22 ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by this commission.
Records Commission Chair Signature |
Date |
Section C: Ohio Historical Society - State Archives
Signature |
Title |
Date |
Section D: Auditor of State
Signature |
Date |
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Please Note: The State Archives retains |
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It is strongly recommended that the Records Commission retain a permanent copy of this form |
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Ohio Historical Society |
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State Archives of Ohio
Local Government Records Program
800E. 17th Avenue Columbus, Ohio
Section E: Records Retention Schedule
(local government entity) |
(unit) |
(1)
Schedule
Number
(2)
Record Title and Description
(3)
Retention
Period
(4)
Media
Type
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(6) |
For use by |
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Auditor of |
Required |
State or |
by OHS- |
LGRP |
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Document Properties
| Fact Name | Description |
|---|---|
| Governing Laws | The Ohio Historical Society form is governed by various sections of the Ohio Revised Code, including Sections 149.38, 149.39, 149.41, 149.411, 149.412, and 149.42. |
| Purpose | This form is used to schedule the retention and disposal of public records by local government entities in Ohio. |
| Submission Requirements | Local government units must include their name, department, and the signature of the responsible official when submitting the form. |
| Records Commission | The Records Commission must provide their contact information and certify that they met in an open meeting to approve the schedules. |
| Review Process | The Ohio Historical Society's Local Government Records Program reviews the form and forwards it to the Auditor of State’s office for approval. |
| Retention Schedule | Each records series must have a schedule number, title, description, retention period, and media type specified on the form. |
| Electronic Submission | To receive the approved form electronically, an email address must be provided by the Records Commission. |
| Permanent Retention | The State Archives retains RC-2 forms permanently, and it is recommended that the Records Commission keeps a permanent copy as well. |
Documents used along the form
The Ohio Historical Society form is an essential document for local government entities in Ohio that manage public records. However, several other forms and documents often accompany it to ensure compliance with state regulations regarding records retention and disposal. Below is a list of commonly used forms that may be relevant in conjunction with the Ohio Historical Society form.
- Certificate of Records Disposal (RC-3): This form is required to document the disposal of records that have reached the end of their retention period. It must be submitted to the Ohio Historical Society's Local Government Records Program before any records are destroyed.
- Records Retention Schedule (RC-2): This is the main form used to outline how long various records should be kept. It includes details like the title of the records, descriptions, and retention periods.
- Records Commission Minutes: These minutes serve as an official record of the discussions and decisions made during meetings of the Records Commission. They are crucial for documenting the approval of records retention schedules.
- Public Records Policy: A written policy that outlines how public records are managed, including how they are accessed, maintained, and disposed of. This document ensures transparency and compliance with legal requirements.
- Request for Public Records: This form is used by individuals or organizations to formally request access to public records. It helps streamline the process of obtaining records from government entities.
- Georgia Quitclaim Deed Form: This document is essential for transferring ownership of property in Georgia, typically used among family members or to address title issues. For more information, visit smarttemplates.net.
- Retention and Disposal Guidelines: A set of guidelines that provide detailed instructions on how to retain and dispose of records according to state laws and regulations. These guidelines are essential for ensuring compliance.
- Training Materials for Records Management: These materials are often provided to staff involved in records management to educate them on best practices and legal obligations related to public records.
- Audit Reports: Reports generated during audits of public records management practices. These documents help identify areas of improvement and ensure compliance with retention schedules.
Understanding these forms and documents is crucial for local government entities in Ohio to effectively manage their records. By ensuring compliance with state regulations, these entities can maintain transparency and accountability in their operations.
Guidelines on Filling in Ohio Historical Society
Filling out the Ohio Historical Society form requires careful attention to detail. This process involves several sections that need to be completed by different parties, including local government units and the Records Commission. Once the form is filled out and signed, it will be submitted for review and approval.
- Begin with Section A. Write the name of the local government entity, such as municipality or county. Include the specific unit if applicable.
- Have the departmental official responsible for the records sign and date this section.
- Move to Section B. Fill in the phone number and mailing address for the Records Commission, including the county.
- If you want the form returned electronically, provide an email address.
- Ensure the Records Commission Chairperson signs the certification statement in this section.
- In Section C, the reviewing agent from the Ohio Historical Society will indicate which records require a Certificate of Records Disposal (RC-3) before disposal. They will also sign this section.
- Next, Section D requires the approving agent from the Auditor of State’s office to sign the form.
- Proceed to Section E. Assign schedule numbers for each records series. You can use a year and item numbering scheme or a unique identifier for each office.
- Provide the title and a brief description of each records series, detailing the content and use.
- State the retention period for each record, specifying time, action, or both.
- List the formats of the records, such as paper or electronic.
- After completing Sections A and E, submit the form to the Records Commission for approval during an open meeting.
- Once approved, the Records Commission will send the form to the Ohio Historical Society via email or mail.
- Retain copies of the form for your records, as the OHS-LGRP will review it and forward it to the Auditor of State’s Records Officer.
Common mistakes
Completing the Ohio Historical Society form can be a straightforward process, but several common mistakes can hinder its accuracy and effectiveness. One frequent error is failing to include the full name of the local government unit. The form requires specific identification of the municipality, county, township, school, library, or special taxing district. Omitting this information can lead to delays in processing and may result in the form being returned for correction.
Another common mistake involves neglecting to provide the necessary contact information for the Records Commission. Section B of the form asks for a complete phone number and mailing address, including the county. Without this information, the Ohio Historical Society may struggle to communicate effectively with the Records Commission, potentially stalling the approval process.
Additionally, many individuals overlook the requirement for signatures. The form mandates that both the departmental official responsible for the records and the Records Commission Chairperson sign and date the document. Skipping these signatures can prevent the form from being reviewed and approved, causing unnecessary delays in the records disposal process.
Lastly, errors often occur in Section E, where the Records Retention Schedule is documented. People may fail to articulate a clear retention period for the records or neglect to specify the formats of the records. This section is critical for ensuring compliance with retention policies, and inaccuracies can lead to confusion or mismanagement of records in the future. Careful attention to detail in this section is essential for maintaining proper records management.
FAQ
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What is the purpose of the Ohio Historical Society form?
The Ohio Historical Society form is used to schedule and manage the retention and disposal of public records by local government entities in Ohio. This process ensures that records are maintained according to legal requirements and can be disposed of properly when they are no longer needed. It involves multiple steps, including approval from the local records commission and the Auditor of State’s office.
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Who needs to sign the form?
Several individuals are required to sign the form. First, the official responsible for the records must sign and date the form in Section A. Additionally, the Chairperson of the Records Commission must sign the certification statement in Section B. Finally, agents from both the Ohio Historical Society and the Auditor of State’s office must sign the form in their respective sections. All signatures are necessary for the form to be valid.
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What information is needed in Section E: Records Retention Schedule?
Section E requires detailed information about each records series. You must provide a schedule number, a title, and a brief description of the records. Specify the retention period, which can be expressed in terms of time, action, or both. Additionally, indicate the format of the records, such as paper or electronic. This information helps ensure that records are kept for the appropriate duration and disposed of legally.
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How do I submit the form after completion?
After completing Sections A and E, submit the form to your local records commission. This submission should occur in an open meeting, as required by Section 121.22 of the Ohio Revised Code. Once the records commission approves the form, they will send it to the Ohio Historical Society Local Government Records Program either electronically or via mail. Ensure that you allow at least 15 business days for processing before you intend to dispose of any records.